Batch Record Details
The batch record contains details about the batch, such as its name or description, its status (for example, open or closed), and the name of the person who created the batch.
The list below provides information about each field in the batch record. Refer to this list when you add a new batch or edit the details for an existing one. Click the arrowhead next to a field name to expand it and view its description.
An asterisk (*) indicates required information.
Defaults to the name of the organization of the logged-in user who created (owns) the batch.
FundFund *
The default fund for pledges and contributions posted in the batch. This field can be edited for open batches only.
Unique number assigned by the system that identifies each batch in your system.
Text description assigned to the batch when it was created.
Date and time the batch was created. This is a system-assigned (read-only) field that cannot be edited.
Status of the batch as one of the following: Open, Review, Closed, or Integration. This is a system-assigned (read-only) field that cannot be edited in batch details.
Default Contribution DateDefault Contribution Date
The default date assigned to pledges and contributions posted in the batch. This is the date contributions and pledges were given--not the date they were entered into the system.
Date and time the batch was closed.
Indicates how the batch was created, for example, manually created or from a lockbox import. This is a system-assigned (read-only) field that cannot be edited.
Display Check Number in PostingDisplay Check Number in Posting
A global control that determines whether the Check Number field is displayed by default in the batch form for newly created batches and included in the Tab key sequence for contribution posting.
If desired, a user can override the global setting when creating a new batch. For example, you can enable the display of the field here but a user can choose not to display the field when creating a specific batch.
This option has two settings:
- Selected: by default, the Check Number field is displayed by def in the batch form for new batches and included in the Tab key sequence for payment and contribution posting.
- Not selected: by default, the Check Number field is not displayed in the batch form.
Display Memo in PostingDisplay Memo in Posting
A global control that determines whether the Memo field is displayed by default and included in the Tab key sequence for contribution posting for all newly created batches.
If desired, a user can override the global setting when creating a new batch. For example, you can enable the
display of the field here but a user can choose not to display the field when creating a specific batch.
This option has two settings:
- Selected: by default, the Memo field is displayed in the batch form for new batches and included in the Tab key sequence for payment and contribution posting.
- Not selected: by default, the Memo field is not displayed in the batch form.
Batch uses pledgesBatch uses pledges
This checkbox enables you to control whether the system conducts a pledge search before you post a contribution to a new batch.
In the setup for a new batch, checkbox value is pre-set to selected (checked) or deselected (unchecked). The pre-set value (the default) is managed by the Batch Posting - Use Pledges by Default option in the Batch Management group on the Settings page. The pre-set value applies globally to new batches. You can, if desired, override the pre-set value for a specific batch. This is easily done by changing the checkbox value when you set up the new batch.
IMPORTANT
If you want to change Batch uses pledges checkbox value for a specific batch, you must make the change before saving the batch. After you save the batch, the system will not allow you undo the setting.
The Batch uses pledges checkbox has two settings:
- Selected: before adding a contribution to a batch, the system conducts a pledge search to locate a pledge to match the contribution to. If a matching pledge is found, the system links it to the contribution and displays a pledge icon next to the contribution in the batch record.
- Not selected: before adding a contribution to a batch, the system does not conduct a pledge search to locate a matching pledge. Therefore, contributions posted to the batch are not linked to pledges, and no pledge icon is displayed next to the contribution in the batch record.
Batch Uses Quick PostingBatch Uses Quick Posting
This checkbox enables you to control whether the batch uses the Quick Posting method to post contributions to the batch.
In the setup for a new batch, the checkbox value is pre-set to selected (checked) or deselected (unchecked). The pre-set value (the default) is managed by the Batch Posting - Use Quick Posting by Default option in the Batch Management group on the Settings page. The pre-set value applies globally to all new batches. You can, if desired, override the pre-set value for a specific batch. This is easily done by changing the checkbox value when you set up the new batch. Be aware that if you change the checkbox value, you must make the change before saving the batch. After you save the batch, the system will not allow you undo a setting.
The checkbox has two settings:
- Selected: by default, all newly created batches use the Quick Posting method
Depending on the volume of contribution records that must be entered, getting data into your system can be a time-consuming process. Data entry errors are bound to happen. If you choose to use the Quick Posting method, the system checks the values in a contribution record after all the data in a record is entered, which can help speed data entry. If the system finds errors, you are not forced to correct them before saving a contribution record. Therefore, your workflow is not interrupted, allowing you to complete data entry and go back later to correct any errors the system flags. With the Quick Posting method, if you are especially proficient at data entry, you can enter contribution data as quickly as your typing skills allow.
- Not selected: by default, all newly created batches use the traditional posting method. With the traditional posting method, data is validated as it is entered into each field in a contribution record, and you must correct any errors before saving the contribution. While the traditional method is effective at reducing data entry errors, it comes with consequences: errored entries can significantly interrupt and slow down your workflow and productivity, especially if you are a fast typist and proficient at data entry.
Default Contribution TypeDefault Contribution Type *
Sets the default method of payment used to fund contributions (for example, Check). From the dropdown list, select the payment method to show by default in the Contribution Type field.
Specifying a default value for this field relieves the user from having to repeatedly select a value when entering records into the batch. Note that even though a default value is displayed, during
data entry users can override it if it does not apply to a given pledge or contribution by selecting a different value from the dropdown list.
The values shown in the Contribution Type dropdown list are managed lookups, which are defined on the Settings page. For details,
go to Lookups Tab.
Default Family LookupDefault Family Lookup
Sets the default value (for example, Family ID) for the Lookup ID field, which is used to search for the donor record during data entry. From the dropdown list, select the value to show by default in the field.
Specifying a default value relieves the user from having to repeatedly select a value when entering records into the batch. Note that even though the field shows a default value, during data entry
users can change override it if it does not apply to a given pledge or contribution by selecting a different value from the dropdown list.
Name of the individual who created the batch. This is a system-assigned (read-only) field that cannot be edited.
Projected number of pledges in the batch.
Projected total dollar amount of pledges in the batch.
Contribution CountContribution Count
Projected number of contributions in the batch.
Contribution AmountContribution Amount
Projected total dollar amount of contributions in the batch.
Deposited checkboxDeposited checkbox
Only organizations that are set up for the ParishSOFT Accounting integration can see the Deposited checkbox.
- If the batch was sent through the integration with ParishSOFT Accounting, the Deposited checkbox is automatically selected, which means that the batch was deposited. You cannot edit (change) the checkbox value.
- If you plan to manually deposit the batch or if the batch was already deposited into ParishSOFT Accounting, select the Deposited checkbox. Then, click the Deposit to Accounting button (see next entry in this topic) to save the checkbox value. The system will be prevented from automatically depositing the batch into your linked ParishSOFT Accounting system.
- If the batch is not balanced and therefore not ready for deposit into your linked ParishSOFT Accounting system, leave the Deposited checkbox deselected (unchecked) until the batch is ready for deposit.
Deposit to Accounting buttonDeposit to Accounting button
Only organizations that are set up for the ParishSOFT Accounting integration can see the Deposit to Accounting button.
- When ready to send the batch to your linked ParishSOFT Accounting system, click the Deposit to Accounting button to initiate the process of depositing the batch into Accounting. For instructions on depositing a batch to ParishSOFT Accounting, go to How to Send a Batch to ParishSOFT Accounting.
- If you are manually depositing the batch into ParishSOFT Accounting, first select the Deposited checkbox (see previous entry in this topic). Then, click the Deposit to Accounting button. The system is prevented from automatically depositing the batch into your linked ParishSOFT Accounting system.
Use this text field to enter additional information about the batch.
If editing a batch, you must supply a reason for the change in this field.
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